Administrative Assistant

Job Description

Responsibilities

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• Provide daily administrative support to project managers, construction teams, and office leadership.

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• Schedule meetings, coordinate calendars, and prepare agendas and meeting materials.

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• Maintain organized project files, contracts, drawings, permits, and correspondence.

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• Assist with preparing and tracking subcontracts, purchase orders, change orders, and other project documents.

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• Collect and track vendor and subcontractor paperwork, including insurance certificates and required forms.

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• Process invoices, track approvals, and coordinate with accounting to resolve missing information.

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• Update project logs, contact lists, schedules, and internal reports.

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• Communicate with clients, vendors, subcontractors, and field teams to gather information and follow up on outstanding items.

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• Assist with bid submissions, proposal materials, and project closeout documentation.

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• Handle general office duties, including supplies, mail, phone calls, and data entry.

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Requirements

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• Previous administrative support experience in the architecture, engineering, or construction (AEC) industry required.

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• Familiarity with construction terminology, project documentation, and workflows.

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• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.

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• Strong organizational skills and attention to detail.

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• Clear, professional written and verbal communication skills.

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• Ability to manage multiple projects, prioritize requests, and meet deadlines.

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• Comfortable working with both office staff and field personnel.

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• Ability to handle confidential information with discretion and follow through with minimal supervision.

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Preferred Qualifications

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• Experience supporting project managers or construction leadership.

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• Familiarity with Procore, Bluebeam, or similar construction software.

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• Experience tracking certificates of insurance, change orders, submittals, or RFIs.

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• Experience assisting with invoicing, purchase orders, or project accounting support.

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